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Privacy Policy

1. Introduction & Our Commitment

At PALS Therapy Clinic, we respect your privacy and are committed to protecting the personal health information (PHI) and personal information of our clients, families, and website visitors.

This Privacy Policy outlines how we collect, use, disclose, and safeguard your information in accordance with Canadian federal and provincial privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario’s Personal Health Information Protection Act (PHIPA), and relevant regulatory standards for health practitioners.

2. Information We Collect

We collect personal and health-related information necessary to provide specialized clinical services, process intakes, and coordinate client care.

  • Contact & Identification Data: Parent/guardian names, email addresses, phone numbers, home address, and preferred language (e.g., English or Arabic).

  • Child Development & Intake Information: Developmental history, medical/clinical history, current goals, and details submitted through our website intake forms or screening calls.

  • Practice & Session Data: Progress notes, session observation records, and (where explicit written consent is provided) video/photo recordings used strictly for session evaluation, family progress sharing, and clinical transparency.

  • Technical & Analytics Data: Basic usage data collected automatically when visiting our website (e.g., cookies, IP address, page interactions) to improve site performance.

3. How We Use Your Information

We use collected information solely for legitimate clinical, administrative, and regulatory purposes, including:

  • Assessing intake eligibility and setting up 30-minute screening calls.

  • Delivering individualized 1:1 ABA therapy, group social skills programs, and caregiver coaching.

  • Managing scheduling, client accounts, and confidential communications via Jane App.

  • Complying with professional, ethical, and legal obligations enforced by regulatory bodies (e.g., the College of Psychologists and Behaviour Analysts of Ontario / Registered Behaviour Analysts).

4. Data Management & Jane App Security

We utilize Jane App as our secure electronic practice management software for scheduling, client portals, and confidential record maintenance.

  • Encryption & Storage: Patient records and communications managed through Jane App are protected using industry-standard encryption protocols (TLS/SSL in transit and 256-bit AES encryption at rest).

  • Canadian Data Sovereignty: All personal health records stored within Jane App are hosted on secure servers located within Canada in compliance with PIPEDA and PHIPA requirements.

  • Client Access: Parents and legal guardians can view shared documents, schedule appointments, and update contact information securely through their personal Jane App Client Portal.

5. Session Media & Video Progress Sharing

Transparency with families is a core value at PALS Therapy Clinic.

  • Session video recordings or photos used to demonstrate client progress are captured only with prior written consent from the parent or legal guardian.

  • These files are stored within secure, encrypted platforms and are never shared publicly or used for marketing purposes without explicit, separate written authorization.

6. Disclosure of Personal Information

We do not sell, rent, or trade personal or health data to third parties. We will only disclose your information under the following circumstances:

  • With Your Informed Consent: Sharing reports or records with school boards, physicians, or other external healthcare providers upon your written request.

  • Legal & Regulatory Obligations: Where required or permitted by law (e.g., child protection reporting obligations, court subpoenas, or regulatory audits).

7. Your Rights & Access

Under applicable Canadian privacy legislation, parents and legal guardians have the right to:

  • Access the personal health information we hold about their child.

  • Request corrections to inaccurate or incomplete records.

  • Withdraw or modify consent for information collection or session media recording at any time (subject to legal or clinical record retention mandates).

8. Contact Our Privacy Officer

If you have questions, concerns, or requests regarding this Privacy Policy or how your data is handled, please contact us at:

PALS Therapy Clinic

📍 Address: 63 Glencoe St, Unit 308, Nepean, ON

📧 Email: admin@palstherapyclinic.com

📞 Phone: (613) 558-6338

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